Document Control Specialist (contractor)

Linde • Tonawanda, NY

5d • $28 - $38

About The Position

You will be contacting suppliers and ensuring that submittals are on schedule and updated as necessary Performing Desk Expediting by monitoring orders via internal systems and, review open Order Reports, and maintain accurate shipment dates As needed, you will be conducting Field Expediting visits or virtual inspections to verify supplier progress and agree on corrective actions Preparing and issuing Field Expediting Reports, including delivery confirmations and risk assessments Identify potential delays and initiate action plans with suppliers and internal teams You will be expected to escalate issues within supplier organizations and internally when necessary Maintaining accurate records of delivery status and update systems with revised dates and comments Foster collaborative relationships with suppliers to ensure operational excellence You will be enforcing compliance with contractual obligations, including progress reporting and corrective measures You will be responsible for managing internal and external project documentation workflow as for the setup and execution of documentation exchange with external parties Further, you will distribute all controlled documents via official transmittal and attend kick-off meetings with suppliers and other third parties to outline document control procedures You will perform quality checks on engineering and supplier deliverables (Doc number, title, revision, date etc.) and add coversheets to ensure compliance with project requirements Managing the internal document tracking tool to ensure on time delivery of documents to customers and vendors You will be coordinating with key internal functional groups and attend project meetings to communicate critical project information is part of your role

Requirements

• Proficiency in ERP systems and internal databases
• Ability to work in a fast-paced environment with strong organizational skills and have excellent communication and negotiation skills
• Associate degree or four to five (4-5) years' experience as Document Management Coordinator or similar experience is required
• Effective computer skills like Microsoft Office Software, and other Company and discipline specific software applications, such as Documentum, VIP, Bentley, VoloView, and AutoCAD
• Effective communication skills both verbally and in writing with superiors, colleagues, and individuals inside and outside the company
• Effective analytical and problem-solving skills
• Proficiency in Document Control IT tools, databases, and administrative procedures
• Ability to travel for field expediting visits as required (10%-20%)

Nice To Haves

• Preferred to have three (3+) plus years' experience with oil & gas or Industrial Gases Company and provide technical support, including working experience with IT systems and tools
• Having advanced knowledge and understanding of discipline work flows and deliverables produced to execute project
• Knowledge and experience in Electronic Document Management Systems (EDMS)

Responsibilities

• Contacting suppliers and ensuring that submittals are on schedule and updated as necessary
• Performing Desk Expediting by monitoring orders via internal systems and, review open Order Reports, and maintain accurate shipment dates
• Conducting Field Expediting visits or virtual inspections to verify supplier progress and agree on corrective actions
• Preparing and issuing Field Expediting Reports, including delivery confirmations and risk assessments
• Identify potential delays and initiate action plans with suppliers and internal teams
• Escalating issues within supplier organizations and internally when necessary
• Maintaining accurate records of delivery status and update systems with revised dates and comments
• Foster collaborative relationships with suppliers to ensure operational excellence
• Enforcing compliance with contractual obligations, including progress reporting and corrective measures
• Managing internal and external project documentation workflow as for the setup and execution of documentation exchange with external parties
• Distributing all controlled documents via official transmittal and attend kick-off meetings with suppliers and other third parties to outline document control procedures
• Performing quality checks on engineering and supplier deliverables (Doc number, title, revision, date etc.) and add coversheets to ensure compliance with project requirements
• Managing the internal document tracking tool to ensure on time delivery of documents to customers and vendors
• Coordinating with key internal functional groups and attend project meetings to communicate critical project information

Benefits

• Linde offers competitive compensation and an outstanding benefits package.
• Enjoy access to health, dental, disability, and life insurance, paid holidays and vacation, 401(k) matching, pension benefits, an employee discount program, and opportunities for educational and professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees